Administrative Assistant

About the Position

The Hermosa Beach Community Development Department is seeking an energetic, organized, and detail-oriented professional! Join our Team!

* PLEASE NOTE:

THIS RECRUITMENT IS PROMOTIONAL ONLY*

This classification is distinguished from other clerical classifications by the level and type of duties performed, the independence in planning and completing work, and the supervision of other office staff. Administrative Assistants report and provide secretarial support to a Department Director and may coordinate department office operations.

• Performs a wide variety of secretarial, advanced clerical, and routine administrative and programmatic work of a general or specialized nature in support of the assigned department.
• Relieves supervisor of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Types, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions.
• Distributes information to various committees, departments, the City Council, and the County, and maintains related records.
• Researches and prepares semi-annual and annual reports for various governmental agencies sets up, updates, and maintains forms, files, and applications.
• Provides effective customer service at the public counter.
• Screens visitors.
• Responds to public inquiries in person, over the phone, and/or by email.
• Provides information and assistance including responding to requests for information and assistance.
• Researches information related to City regulations and office policies.
• Refers callers to proper authorities.
• Assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
• May sort and distribute mail.
• Maintains calendar of activities, meetings, and various events for assigned staff.
• Coordinates activities and meetings with other City departments, the public, and outside agencies.
• Coordinates and arranges special events as assigned.
• Coordinates, makes, processes, and confirms staff travel arrangements.
• Arranges for transportation and accommodations for travel.
• Checks and processes expense claims.
• Maintains accurate and up-to-date office files, records, and logs for assigned areas.
• Develops, prepares, and monitors various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed.
• May receive, deposit, and account for monies.
• Assists in the preparation of departmental budgets.
• Prepares and processes confidential personnel actions.
• Participates with special projects as assigned.
• Prepares invoices, purchase orders, and material requisitions.
• Participates in committees necessary to fulfill duties; processes payroll for the department.
• Updates and maintains Departmental website and permit software including programming and backend changes.
• May supervise the work of other clerical and/or part-time staff within a department.
• Performs related work as required.

Knowledge of: operational characteristics, services, and activities of assigned functions, programs, and operations; work organization principles and practices; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; principles of business letter writing and report preparation; customer service and public relations methods and techniques; principles and procedures of record keeping and filing; methods and techniques of proper phone etiquette;
English usage, spelling, grammar, and punctuation.

Perform a variety of responsible and difficult clerical and secretarial duties and activities of a general and specialized nature in support of the assigned department; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; type or enter data at a speed necessary for successful job performance; plan, lay out, and supervise office procedure and filing and record systems;

review work for accuracy and completeness; learn and interpret rules, regulations, laws and procedures; make arithmetical calculations rapidly and accurately; make sound decisions in procedural matters; work effectively with the public; ability to work independently; communicate clearly and concisely, both orally and in writing; establish and maintain effective professional working relationships with those contacted in the course of work.

Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain this required knowledge would be:…